Administrative Assistant, Faith Formation

Roman Catholic Bishop of San Diego•Poway, CA

3d•Onsite

About The Position

St. Michael's Catholic Church is seeking an Administrative Assistant for Faith Formation to welcome new parishioners to the Religious Education and Youth Ministry programs. This role involves supporting catechists and aides with classroom needs, assisting the Religious Education Director and Youth Minister with administrative tasks, and clearing volunteers to work with children. The position is part-time, 22 hours per week, and is classified as Non-Exempt with a pay rate of $23.00 per hour.

Requirements

Active, practicing Roman Catholic
Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church and its diverse members
Excellent communication skills
Demonstrated spiritual and emotional maturity
Self-motivated and energetic; able to take initiative
Strong organizational skills, including time management, planning, attention to detail, and ability to balance multiple projects at a time
Proficient with Microsoft Office and Google suites, along with other cloud-based software

Nice To Haves

Bachelor’s degree preferred
At least one year’s experience with admin and office procedures preferred

Responsibilities

Advise the DRE on inventorying Religious Education office supplies
Answer administrative questions regarding catechetical programs
Help create and update registration forms
Conduct the annual registration process for Religious Education and Youth Ministry
Maintain family files; remove inactive files to storage and update the database annually
Maintain volunteer files; remove inactive files to storage
Coordinate classes and assign students during registration; record registration fees and maintain the fund annually
Maintain records of participation in catechetical programs and sacramental celebrations
Work with the school to receive information for children preparing to receive sacraments
Update forms and booklets as needed
Maintain records of student achievements, including perfect attendance and graduation to Youth Ministry
Participate in diocesan and parish staff meetings; assist the DRE and YM at parent meetings, First Reconciliation, First Communion, and Confirmation Masses
Call for service on the copy machine and assign codes to catechists and Children’s Liturgy of the Word
Organize and periodically clean shelving and cabinets in the RE offices
Assist the DRE and Youth Minister in catechetical training meetings
Assist and instruct users of Parish Center media equipment
Direct and coordinate office volunteers
Update emergency backpacks annually
Provide First Aid during class sessions when needed
Research supply costs to ensure cost efficiency
Help coordinate the Closing Mass Dinner, including tracking RSVPs and fees
Assist the DRE in planning the Volunteer Appreciation Dinner and all related preparations
Serve as an aide for catechists when staffing is short during class times
Contact parents if a child is not picked up from RE and remain until the family arrives
Annually inspect and replace classroom supplies (pencils, markers, crayons, glue, scissors, tape, staplers)
Track permission slips and payments for any event requiring them
Maintain records of all forms required for sacrament students and notify families of missing items
Assist in preparing materials for First Reconciliation services, First Communion Masses, and Confirmation Masses (name tags/ribbons, certificates, rehearsals, programs, seating charts, etc.)
Serve as Volunteer Coordinator for Religious Education and Youth Ministry volunteers working with children
Manage Safe Environment paperwork for YM, RE, CLW, Music Ministry, Altar Servers, and Boy Scouts
Close out the current year in the database and create new classes and funds
Assist with planning and executing RE/Youth Ministry retreats
Assist in preparation and execution of Vacation Bible School
Perform any additional duties assigned